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the study circle

Operational policy

Privacy policy

How personal information is collected, used, shared and protected.

Who we are

the study circle is operated by Gulia Pty Ltd (ABN 74 214 048 732, ACN 675 282 336). Contact nitesh@thestudycircle.com.au.

Information we may collect

  • Parent, student, mentor and enquiry contact information.
  • Year level, subjects, workload, goals, diagnostic responses and program preferences.
  • Consent, assent, attendance, communication, mentor notes and progress information.
  • Payment status and transaction references; full card details are not intended to be stored by us.
  • Website, campaign, complaint, incident and safety information where reasonably necessary.

Purposes

Information may be used to respond to enquiries, assess fit, obtain consent, deliver and improve services, match mentors, communicate progress, manage payments, maintain records and meet safety responsibilities. Where a form requests a named 30-day email series, that series and its maximum email count are stated as part of the request, consent is recorded, and every series email provides an unsubscribe option. Other marketing requires a separate appropriate consent basis.

Students and sensitive information

We aim to collect only what is reasonably needed for mentoring and safety. Families should avoid unnecessary medical detail in general forms. Mentors do not diagnose or provide clinical treatment.

Providers and disclosure

Approved providers may process information for CRM, forms, scheduling, payments, email, SMS, meetings, storage and analytics. Final vendor names, locations, cross-border handling and safeguards must be documented before launch.

Security, access and retention

Intended controls include role-based access, multi-factor authentication where supported, approved business accounts, confidentiality and prompt removal of access. The final retention schedule must distinguish ordinary records from child-safety, complaint, financial and legal records.

Requests and complaints

Families may request access or correction and stop a requested email series at any time using its unsubscribe option. Some records may lawfully need to be retained. Final response periods and escalation require legal review.